What are the responsibilities and job description for the Human Resources & Payroll Specialist position at Chatham Hall?
Chatham Hall is more than a school—it’s a way of life. Here, girls live boldly, learn deeply, and grow into the leaders the world needs. As a 24/7 immersive living-and-learning community built exclusively for girls, we blend rigorous academics, vibrant campus life, and transformative leadership development into one extraordinary journey.
We also offer a warm, collegial atmosphere for teaching professionals, administrators, and staff. Rooted in rich traditions and dedicated to building a positive school culture, our community thrives on connection and collaboration. With 95% of our students living on campus, most faculty members also reside here, supporting our 24-hour community and enjoying the benefits of living where they work. For many, Chatham Hall is not just a school or a job—it is also a home.
Chatham Hall seeks energetic faculty and staff who are passionate about working with students and helping them to grow as learners. We work in a dynamic setting with colleagues who strive to provide the best student experience possible. Our students join us from all over the world, and we seek a faculty and staff community ready to welcome and support them in every facet of their journey.
We are especially interested in candidates who will contribute to and are committed to diversity and multicultural educational practices. Successful candidates will demonstrate a dedication to working in a diverse community, the ability to communicate effectively with diverse populations, and a willingness to create an inclusive work environment. We also expect faculty and staff to engage in professional development opportunities that further strengthen inclusive teaching and management practices.
Join Our Team!
Human Resources & Payroll Specialist
Chatham Hall Business Office
Chatham Hall seeks talented faculty and staff who put students at the center of their practice. We seek to attract faculty and staff who thrive on being fully engaged in our boarding school community and are committed to each girl’s intellectual, social, and emotional well-being. The most successful candidates see opportunities before problems, relish innovation and iteration, listen to learn, and thrive in a collaborative boarding school community. Chatham Hall lives our mission: Equipping curious thinkers to lead bold lives of impact. Our Episcopal faith tradition means we are fully committed to fostering a diverse faculty and student body.
Position Summary
The Human Resources & Payroll Specialist is responsible for administering the day-to-day human resources and payroll functions for the School. This position serves as the primary contact for payroll processing, employee records, benefits administration, onboarding, and HR compliance while providing exceptional customer service to faculty and staff. The Human Resource & Payroll Specialist plays a vital role in supporting a positive workplace culture and ensuring compliance with federal, state, and local employment laws.
Essential Duties & Responsibilities
Payroll Administration
- Process semi-monthly payroll accurately and on schedule for all faculty, staff, coaches, and seasonal employees.
- Maintain payroll records and employee earnings, deductions, taxes, and garnishments.
- Review and reconcile payroll reports prior to processing.
- Process new hires, salary changes, stipends, supplemental pay, bonuses, and terminations.
- Coordinate payroll tax reporting and year-end processing, including W-2 preparation.
- Maintain payroll records in compliance with federal and Virginia regulations.
- Reconcile payroll accounts with the general ledger.
- Respond to employee payroll questions in a timely and confidential manner.
- Coordinate with business office colleagues regarding payroll allocations and reporting.
Human Resources Administration
- Administer the employee lifecycle including recruitment support, onboarding, orientation, employment changes, and offboarding.
- Maintain personnel files and HRIS records in compliance with applicable laws.
- Process employment verification requests.
- Coordinate background checks, reference checks, and required pre-employment screenings.
- Track required employment documentation, certifications, and licenses.
- Maintain employee handbook updates and HR policies.
- Assist with annual contract issuance and employment agreements.
- Prepare HR reports and workforce metrics as requested.
- Support employee engagement and recognition initiatives.
- Support managers with training on supervision and provide personnel-related templates
Benefits Administration
- Administer employee benefits including:
- Health insurance
- Dental and vision insurance
- Life insurance
- Retirement plans (403(b))
- Flexible Spending Accounts
- COBRA administration
- Coordinate annual open enrollment.
- Assist employees with benefit questions and enrollment changes.
- Reconcile monthly insurance invoices.
- Coordinate leave administration including FMLA, ADA accommodations, and paid leave programs.
Compliance & Risk Management
- Ensure compliance with:
- Fair Labor Standards Act (FLSA)
- Family and Medical Leave Act (FMLA)
- Americans with Disabilities Act (ADA)
- Title VII
- Virginia employment regulations
- I-9 Employment Eligibility Verification
- E-Verify (if applicable)
- Maintain OSHA-related personnel records as required.
- Ensure confidentiality of all employee information.
- Support audits and accreditation requests.
- Assist with workers’ compensation claims administration and annual audit.
Additional Responsibilities
- Assist with annual salary and compensation updates.
- Coordinate employee training records.
- Support performance evaluation processes.
- Assist with faculty housing payroll implications and taxable benefits.
- Support HR initiatives that promote diversity, equity, inclusion, and belonging.
- Participate in Business Office projects as assigned.
- Maintain professional relationships with external vendors and benefit providers.
- Perform other duties as assigned.
Supervisor & Direct Reports
Reports to the Chief Financial Officer. This position has no direct reports.
Qualifications
Education
- Associate’s degree required.
- Bachelor’s degree in Human Resources, Business Administration, Accounting, or related field preferred.
Experience
- Minimum of 3–5 years of payroll and human resources experience.
- Experience processing payroll for 50 employees preferred.
- Experience in independent schools, higher education, or nonprofit organizations preferred.
- Experience with HRIS and payroll software.
- Experience with benefits administration.
Knowledge, Skills, and Abilities
- Thorough understanding of payroll processing and payroll tax regulations.
- Knowledge of Virginia employment law and federal labor regulations.
- Excellent organizational and time management skills.
- Strong attention to detail and accuracy.
- Ability to maintain strict confidentiality.
- Excellent interpersonal and customer service skills.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities and deadlines.
- Advanced Microsoft Office skills, particularly Excel.
- Ability to work independently while collaborating across departments.
Preferred Certifications
The ideal candidate will have at least two of the following:
- SHRM Certified Professional (SHRM-CP)
- Professional in Human Resources (PHR)
- Certified Payroll Professional (CPP)
Physical Requirements
- Ability to sit for extended periods.
- Ability to use standard office equipment.
- Occasionally lift up to 15 pounds.
Compensation & Benefits
Salary range is between $ 60,000 and $ 70,000.
The School offers a competitive salary commensurate with experience and a comprehensive benefits package that may include:
- Medical, dental, and vision insurance
- Life and disability insurance
- 403(b) retirement plan with employer contribution
- Paid vacation, sick leave, and holidays
- Professional development opportunities
- Tuition remission (where applicable)
Equal Employment Opportunity
The School is an Equal Opportunity Employer and is committed to building a diverse and inclusive community. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law.
Other Information
This administrative position is full-time (12 month/37.5 hours per week) and benefits eligible. Normal hours of work are 8:30 a.m. to 4:30 p.m. This position is based in an office environment within a residential boarding school campus. Occasional evening or weekend work may be required during payroll processing, open enrollment, orientation, graduation, or other school events.
Work Environment
Chatham Hall is a boarding school for girls, grades 9-12. Smaller by design, our legacy as an Episcopal all-girls school means we are guided by our mission and values. Our approach to personalized learning gives girls many opportunities to pose questions and seek solutions. Committed to each girl’s academic and social well-being, faculty and staff commit to being fully involved in the life of the school: attending events, eating in the dining room, coming to know students both in the classroom and beyond. Located in the heart of rural Virginia on 365 acres, the work environment is family-friendly. Our curricular philosophy emphasizes interdisciplinary and experiential learning and encourages girls to apply what they learn. Collaboration and reflective practice are key aspects of Chatham Hall pedagogy. The school is fully committed to attracting and retaining a culturally diverse faculty and student body.
Apply
Interested candidates should email a résumé, a cover letter highlighting their interest in and qualifications for the position, leadership philosophy, and a list of five (5) professional references with contact information as a single PDF attachment to Jennifer Hiltwine at jhiltwine@chathamhall.org.
Equal Employment Opportunity
The School is an Equal Opportunity Employer and is committed to building a diverse and inclusive community. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law.
The School is an Equal Opportunity Employer and is committed to building a diverse and inclusive community. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law.
For Applicants
Benefits
Chatham Hall offers a competitive benefits package for full-time faculty and staff, including:
Chatham Hall offers a competitive benefits package for full-time faculty and staff, including:
- 403(b) Retirement Plan
- Medical & Dental insurance
- Vacation, Sick, & Personal time
- Long-Term Disability Insurance
- Life and AD&D Insurance
- Flexible Spending Account
- Supplemental Insurance Policies
- Professional Development Opportunities
- Tuition Remission (for eligible children of employees to attend Chatham Hall)
- Housing Benefit (applicable to certain positions)
- Free Meals from the Dining Hall (while School is in session)
Application Process
If selected, those applying for faculty positions can expect to receive an email from the contact expressing interest in continuing the process. Candidates will have an initial Zoom interview with an individual on the hiring team, followed by a robust set of interviews on campus with faculty, administrators, and students. Additional interviews and visits may be scheduled as needed. Teaching candidates may be asked to teach a class.
Those applying for staff positions can expect to participate in a phone interview followed by an in-person interview if selected as a finalist for the position.
If selected, those applying for faculty positions can expect to receive an email from the contact expressing interest in continuing the process. Candidates will have an initial Zoom interview with an individual on the hiring team, followed by a robust set of interviews on campus with faculty, administrators, and students. Additional interviews and visits may be scheduled as needed. Teaching candidates may be asked to teach a class.
Those applying for staff positions can expect to participate in a phone interview followed by an in-person interview if selected as a finalist for the position.
Living in the Region
The Town of Chatham is quaint, warm, and small, boasting 1,300 residents and the friendliness of its citizens. Chatham Hall faculty and students alike enjoy walking to Main St. for a coffee, meal, or shopping excursion. Uniquely positioned, Chatham enjoys close proximity to Charlottesville, Lynchburg, Roanoke, the Raleigh/Durham Research Triangle, and Greensboro. Check out our Visit, Stay, & Explore page to learn more about the area.
Many faculty members are able to live on campus or locally in housing provided by the School. For those looking to put down roots, the affordable housing market in the area offers opportunities to buy. Come enjoy beautiful southwest Virginia!
The Town of Chatham is quaint, warm, and small, boasting 1,300 residents and the friendliness of its citizens. Chatham Hall faculty and students alike enjoy walking to Main St. for a coffee, meal, or shopping excursion. Uniquely positioned, Chatham enjoys close proximity to Charlottesville, Lynchburg, Roanoke, the Raleigh/Durham Research Triangle, and Greensboro. Check out our Visit, Stay, & Explore page to learn more about the area.
Many faculty members are able to live on campus or locally in housing provided by the School. For those looking to put down roots, the affordable housing market in the area offers opportunities to buy. Come enjoy beautiful southwest Virginia!
Salary : $60,000 - $70,000